Executive Assistant to the CEO

**About Foundation for Black Communities** The Foundation for Black Communities is Canada’s first-ever philanthropic foundation dedicated to investing directly in Black-led, serving, and focused grassroots, non-profit, and charitable organizations. Foundation for Black Communities exists to ensure every Black person in Canada can thrive and all Black communities have agency in defining their own future. We will invest in change-making, working with Canadian philanthropic, political, and business partners to ensure that Black-led and Black-serving organizations have the sustained resources they need to make a meaningful impact. **À propos de la Fondation pour les communautés noires** La Fondation pour les communautés noires est la toute première fondation philanthropique du Canada à investir directement dans des organismes communautaires caritatifs et à but non lucratif dirigés par des Noirs, au service des Noirs et axés sur les Noirs. La Fondation existe pour veiller à ce que chaque personne noire au Canada puisse s'épanouir et que toutes les communautés noires aient la possibilité de définir leur propre avenir. Nous investirons dans le changement en travaillant avec des partenaires philanthropiques, politiques et commerciaux canadiens pour nous assurer que les organismes dirigés par des Noirs et au service des Noirs disposent des ressources durables dont ils ont besoin pour avoir un effet significatif sur les communautés. **Position Overview** Reporting to the CEO, the Executive Assistant provides high-level, confidential administrative and coordination support to the CEO and the Office of the CEO. This role helps ensure that executive priorities, relationships, meetings, travel, correspondence, and follow-up are managed in a timely, professional, and well-organized manner. The Executive Assistant is often the first point of contact for the Office of the CEO and plays an important role in creating a responsive, welcoming, and culturally competent experience for staff, board members, community partners, funders, government representatives, donors, media, and other stakeholders. The role requires strong judgment, discretion, attention to detail, and the ability to manage multiple priorities in a dynamic environment. The Executive Assistant works closely with the Senior Manager, Operations and Governance and other members of the team to support effective coordination across the organization. Substantive governance administration and organization-wide operational tracking sit with the Senior Manager, Operations and Governance; the Executive Assistant provides coordination and logistical support where the CEO’s schedule, participation, or follow-up is involved. **Key Responsibilities** **Executive and Administrative Support** - Calendar and scheduling. Manage the CEO’s calendar, including scheduling, prioritization, meeting coordination, and changes across time zones. - Meeting and materials preparation. Prepare agendas, briefing notes, background materials, presentations, reports, letters, and follow-up items for meetings, events, speaking engagements, and other executive priorities. - Correspondence. Monitor, triage, draft, and respond to correspondence on behalf of the CEO, ensuring a professional and appropriate tone. - Travel and logistics. Coordinate domestic and occasional international travel, including itineraries, accommodations, transportation, registrations, and related logistics. - Expenses and records. Prepare monthly expense reports, credit card reconciliations, invoices, and budget-related records for the Office of the CEO, in accordance with internal policies. **Office of the CEO Coordination** - Serve as a professional and culturally competent point of contact for individuals and organizations engaging with the Office of the CEO. - Maintain organized digital files, contact lists, meeting records, and administrative systems for the Office of the CEO. - Track CEO-related commitments, decisions, action items, and f…